The West Central Illinois Aging and Disability Resource Center is looking for an administrative assistant to be responsible for providing clerical and administrative support to ensure the efficient operation of maintenance, as well as office services. This role involves handling work orders, maintaining records, ordering supplies, coordinating with vendors, and supporting the maintenance team in daily operations. This position is also responsible for answering incoming phone calls and other communications, greeting clients and visitors in a friendly and professional manner, and helping to ensure a welcoming environment for staff, residents, and visitors.
The eligible candidate will need the ability to write clearly and be proficient with Microsoft 365 and other online applications. A pleasing personality with strong communication skills is highly valued.
Key Responsibilities:
- Handle incoming calls and other communications,
- Manage calendars and schedule appointments,
- Receive and track maintenance requests from staff and residents; prioritize and assign work orders accordingly.
- Coordinate scheduling for repairs, inspections, and routine maintenance (e.g., HVAC, plumbing, electrical, groundskeeping).
- Maintain detailed records of work orders, inspections, preventative maintenance, and repairs.
- Assist with tracking compliance with safety codes, health regulations, and building inspections.
- Communicate with external contractors and service providers to arrange repairs and services.
- Monitor inventory and order maintenance supplies and equipment.
- Maintain logs for management, safety audits, and compliance reviews.
- Perform general administrative tasks such as filing, data entry, document preparation, and responding to calls or emails.
- Support the maintenance and facilities team with special projects or emergencies as needed.
Qualifications:
- High school diploma or GED required.
- Minimum of 2 years administrative experience, preferably in a maintenance or facilities setting.
- Experience working in a senior center, healthcare facility, or similar environment is a plus.
- Strong organizational and communication skills.
- Proficient in Microsoft Office (Excel, Word, Outlook) and design software.
- Ability to work respectfully with senior residents, staff, and service providers.
- Knowledge of safety practices and building maintenance procedures is helpful.
Job Type: Full-time
Pay: $16.25 - $20.68 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
